Leave Policy

Training Program Policies — Leave Policy

Housestaff leave is not earned. Leave balances begin with the maximum annual amount each July 1st. Leave balance calculations are made from July 1st through June 30th. Housestaff leave is not accruable - any unused leave at the end of June is not carried forward to the next academic year.  Please read through the Leave Policies in the UCSF housestaff manual on the following link: 
For residents, University/Department leave policies are superseded by the leave policies of the ABR 
(Residents must read through the policy on this site), the Radiation Oncology residency program's governing board. The ABR leave policy states that residents in an accredited program may take no more than 120 days of leave within the four years of the training program. This includes vacation, sick time, disability time, and leave without pay. The consequence of taking more than 120 days of leave is extension of training. It is advisable for Residents to keep the ABR leave policy in mind when reading the University/Department leave policies as well as when requesting leave time.

Leave Procedures

  1. Residents must complete and sign a Housestaff Leave Request Slip when requesting any type of leave at least one month prior to the dates they are requesting.
  2. Residents must obtain signatures from the Chief Resident first, then the Program Director.
  3. Residents must forward the completed leave slip to the Program Coordinator who will record it against the Residents leave balance.
  4. Residents must assign another Housestaff member to cover their patient load during their absence.
  5. Residents must send an email to the department informing the department of the dates of their leave and who will be covering their service in their absence.

Vacation Leave

According to the UCSF Resident and Clinical Fellow Leave Policy Residents are entitled to vacation leave with compensation for four (4) workweeks per academic year.  Vacation time does not accrue from year to year and must be scheduled and taken in the same academic year the vacation is earned. Under special circumstances, the program may make a discretionary allowance for carry over beyond that year.

All vacation, meeting and other planned leaves should be submitted to each resident’s attending Physicians attention and signature well in advance of the intended absence but no later than one month prior to the start of the leave.  Coverage for simulations will be assigned by the Chief Resident.  If this notification is received less than one month in advance coverage may be requested at the discretion of the attending Physician.  In such cases coverage of new patient consults will be arranged by the chief resident and the resident requesting leave.

Residents may have a maximum of 5 (five) planned leave days during any clinical month (assuming they have leave time available and it is approved).  Any additional days must be approved at the discretion of the Program Director, Chief Resident and Attending Physicians on the service affected.

During planned leave as described above attending Physicians are responsible for:

  • Obtaining treatment consents
  • New patient consults
  • Follow-up visits
  • Prescriptions in Lantis
  • Simulations if the Chief Resident is unable to find resident coverage

However, if other attendings are away from the clinic, and their residents are therefore not involved in any educational activities, the resident whose attending is on leave will cover specific educational activities including new patient consults, follow-up visits, and simulations.

Upon return from the planned leave, the resident will resume coverage of all prior patients on the service in addition to those patients seen during their leave.

Sick Leave

Radiation Oncology Residents should follow the UCSF Resident and Clinical Fellow Leave Policy Sick Leave policy which states: “Sick leave with compensation is given at the rate of twelve (12) days per academic year (one day per month). Sick leave is credited to the year of appointment and does not carry over from year to year. In addition, vacation leave may be used to cover sick leave which exceeds twelve (12) days. The total length of sick leave (paid and unpaid) may not exceed twelve (12) workweeks in a calendar year (see “Family and Medical Leave”section below). Additional sick leave may be granted at the discretion of the program and/or department. Makeup time may be required to meet educational objectives and be in compliance with ACGME Program Requirements.”

Personal Leave

Radiation Oncology Residents should follow the UCSF Resident and Clinical Fellow Leave Personal Leave policy which states: “Personal leave to attend to personal matters of a serious, time consuming nature may be taken by mutual agreement with the program and/or department. Personal leave in excess of vacation and sick leave is uncompensated.”

Maternity/Disability Leave

Radiation Oncology Residents should follow the UCSF Resident and Clinical Fellow Leave Personal Leave policy which states: “A female resident is entitled to a maternity/disability leave for pregnancy and delivery or a pregnancy-related disability. The resident may elect to use accrued sick leave, vacation leave and educational leave to remain on full pay status for the initial period of the leave. Any additional time off, beyond the unused sick, vacation and educational leave, may be granted at the discretion of each department. If as the result of a continuing disability due to pregnancy, a resident needs additional time off, the resident is entitled to an unpaid leave. The total duration of the maternity/disability leave (paid and unpaid) may not exceed sixteen calendar weeks. The resident may be eligible to file a claim for long-term disability benefits to begin after a four-week waiting period. Claim forms and further information can be secured at the Office of the Senior Associate Dean for Graduate Medical Education and at the Office of Human Resources. During the portion of the leave with pay, the resident will continue to receive the University's contribution to the insurance benefit plans. While on unpaid leave, the resident will be eligible to negotiate with their Department to purchase insurance coverage for the remainder of the leave. For purposes of Family and Medical Leave, the University shall continue its contribution for the residents' health insurance benefits for 12 workweeks in a 12-month period.”

Attendance at Educational Meetings and Activities

Residents may attend educational, scholarly and professional activities with the approval of the Program Director and or Chairperson.  The American Board of Radiology considers attendance at such meetings educational time and does not deduct such time from vacation or personal leave time. 

New Parent Leave

Radiation Oncology Residents should follow the UCSF Resident and Clinical Fellow Leave New Parent Leave policy which states:”Compensated leave is a minimum of two (2) workweeks. Time taken in addition to this exceeding vacation leave and sick leave will be uncompensated. In accordance with the Family and Medical Leave Act (FMLA), leave can extend to twelve (12) workweeks.  The resident or clinical fellow must give written notice to the program and/or department of his/her intention to take leave prior to the expected birth or adoption.


Family and Medical Leave

Radiation Oncology Residents should follow the UCSF Resident and Clinical Fellow Leave Family and Medical Leave policy which states:  ”Family and medical leave is provided for an eligible resident or clinical fellow’s serious health condition, or the serious health condition of the person’s child, spouse or parent. Medical leave may be requested for a medical condition affecting his/her ability to continue in a training program or provide patient care. These leaves must include the use of vacation leave and sick leave at the onset of the leave. The duration of the leave must conform to the program and/or department’s and the American Board requirements together with the applicable state and federal law, including the federal Family and Medical Leave Act (FMLA) of 1993.

FMLA allows for qualified employees to take leave of up to twelve (12) workweeks in a calendar year, continuance of health plan coverage, and employment reinstatement rights due to:

- Employee’s own serious health condition;

- Care for child, parent, spouse, or domestic partner (same sex or opposite sex) with a serious health condition; or

- Care for a newborn child or a newly placed adopted/foster child (applicable for both maternity and paternity leave).

In order to qualify for FMLA, a resident or clinical fellow must meet the following two criteria:

- Provided at least 12 months of University service (does not need to be continuous) AND

- Worked at least 1,250 hours in the 12 months immediately preceding the leave (these are actual hours worked – including overtime – and do not include time on vacation, sick leave, or other paid leave).

Benefit and Pay Status

FMLA does not require residents or clinical fellows be paid during leave, only that benefit coverage continues during the Family and Medical Leave. However, in accordance with UCSF policy, vacation leave and sick leave may be used towards pay during the FMLA leave period. Once vacation leave and sick leave have been used, unless otherwise negotiated with the training program and/or department, leave will be unpaid.

While on unpaid leave (other than FMLA leave), the resident or clinical fellow will be eligible to maintain insurance coverage for the remainder of the leave and may be required to reimburse the department or program for the cost of the insurance. In accordance with federal law, the department or program will continue its contribution to health insurance benefits for up to twelve (12) work weeks per year of FMLA leave.

Moonlighting while on Family and Medical Leave is not allowed and may be cause to terminate leave.

Pregnancy-Related Disability

The California Family Rights Act allows for an additional twelve (12) work weeks of leave after the birth of a child for pregnancy-related disability. This leave is in addition to the twelve (12) workweeks of Family and Medical Leave in a 12 month period.

Qualifying Time for American Board Requirements

The duration of Family and Medical Leave must be in compliance with each program’s requirements, which concern the effect of leaves of absence, for any reason, on satisfying the criteria for completion of the training program (see “American Board Requirements” below).”

Leave for Military Service

Radiation Oncology Residents should follow the UCSF Resident and Clinical Fellow Leave for Military Service policy which states: ”Residents and clinical fellows are eligible for up to thirty (30) days of military leave with pay while engaged in the performance of military duty. All benefit coverage will continue during paid military leave. Absence from the training program to meet military service obligations must be with the approval of the program director and/or department.

Leave for Jury Duty

Radiation Oncology Residents should follow the UCSF Resident and Clinical Fellow Leave for Jury Duty policy which states: ”A resident or clinical fellow called to Jury Duty will receive regular compensation for time served. The program director and/or department must be notified as soon as a jury summons is received. Only the court, pursuant to the procedure outlined in the Jury Summons Notice, can grant deferment or excused absence from jury


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